EXHIBITOR AND SPONSOR MANUAL
Exhibitor and Sponsor Manual 12th World Sterilization Congress | 7th National Symposium of Sterilization 12-15 October 2011, Estoril Congress Center, Portugal
TABLE OF CONTENTS
INTRODUCTION IMPORTANT CONTACTS GENERAL INFORMATION TECHNICAL INFORMATION SECURITY EXHIBITION SERVICES FURNITURE ORDER LIST ATTACHMENT 1
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Exhibitor and Sponsor Manual 12th World Sterilization Congress | 7th National Symposium of Sterilization 12-15 October 2011, Estoril Congress Center, Portugal
INTRODUCTION
Dear Exhibitor, We would like to thank you for your interest in participating in the Exhibition at the 12th World Sterilization Congress taking place at the same time as the 7th National Symposium of Sterilization in Estoril from 12 to 15 October 2011. The Estoril Coast region is situated only 30 kilometers from the city centre of Lisbon and includes emblematic places like Cascais and the UNESCO world heritage site, Sintra. For more information on the Estoril area, please see the congress website or the official tourist office website (www.visitestoril.com). Herewith we present you the exhibition and Sponsor manual where you find technical and organizational information to assist you with the exhibition preparations. We kindly ask you to review the entire Manual, it includes all necessary forms and documents you needed to prepare a successful exhibition.
We look forward to welcoming you in Estoril.
th
12 World Sterilization Congress Secretariat
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Exhibitor and Sponsor Manual 12th World Sterilization Congress | 7th National Symposium of Sterilization 12-15 October 2011, Estoril Congress Center, Portugal
IMPORTANT CONTACTS
Leading has been appointed as the official PCO (Professional Congress Organizer) and looks forward to delivering an inspiring event in the beautiful Estoril area. Leading will be managing the entire logistics, onsite delegate Registration, Accommodation management, Transportation management, AV management, Social Events management, Exhibition management, Sponsorship management, Graphic design and production. Leading is member of the following industry associations:
Congress Secretariat & Exhibition Management Leading Congress & Association Management Largo da Lagoa n. 15 f 2795-116 Linda-a-Velha Tel.: +351 21 771 26 35 Fax: +351 21 771 26 39 E-mail: wfhss2011secretariat@leading.pt
Congress Location Estoril Congress Center Avenida Amaral 2765-192 Estoril Portugal N 38º42’25.00 W 9º23’46.00
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GENERAL INFORMATION Airport Information Lisboa International Airport, is located 7 km from downtown Lisboa and 30 km from Estoril (highway). The airport is served with daily flights to and from all major European cities as well as transatlantic destinations. The Portuguese national airlines are TAP Portugal and PGA. Approximate flight times to Lisboa: • London: 3 hours 10 minutes; • Amsterdam: 2 hours 45 minutes; • Frankfurt : 3 hours; • New York: 6 hours 45 minutes • Toronto: 9 hours 30 minutes and from Sydney: 22 hours 30 minutes
Passport and Visa A valid passport (or identity card for European Community nationals) is required. Visas are not necessary for citizens of member states of the European Union, the U.S.A., Canada and many other countries. Please contact your local Portuguese Embassy, Consulate or your Travel Agency for further information. Please also see the web page www.sef.pt
Public Transport An extensive network of 90 bus routes covers the entire city of Lisbon and its surroundings. The Aerobus (91) takes you from the airport to Cais do Sodré. From here there is a commuter train service to Estoril (daytime every 15 minutes).
Lisbon Metro Plan
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Exhibitor and Sponsor Manual 12th World Sterilization Congress | 7th National Symposium of Sterilization 12-15 October 2011, Estoril Congress Center, Portugal
Vaccinations & Health Generally no vaccinations are necessary to visit Portugal. EU citizens can obtain a refund of most medical costs by using the form E111, which are available at Post Offices, Health or Social Security offices in your country.
Emergency Phone Number: 112 (Automatic connection to fire, police and ambulance departments).
First Aid A fully equipped First Aid Room is located in the congress centre. Should you need assistance please contact the Exhibition Manager.
Climate and clothing The climate in Lisboa & Estoril Coast is temperate, offering the best of both Atlantic and Mediterranean Sea breezes all year round. October is usually still a month with pleasant temperatures. A jacket is recommended for evening use.
Currency and Exchange Rate As a member of the European Monetary System, the â‚Ź (euro) is the Portuguese monetary unit. Credit cards are accepted in most restaurants and shops, the most widely used being Visa, MasterCard, American Express and Diners Club. Current exchange rates can be found at www.x-rates.com. Please note that there is no ATM machine in the Estoril Congress Center, but there are several machines available within walking distance.
Business Hours Banks are open from 8:30 to 15:00 from Monday to Friday. The bank at the Lisbon airport is open 24 hours a day 7 days a week. Shops are usually open from 9:00 to 13:00 and from 15:00 to 19:00 on weekdays; shops close at 13:00 on Saturdays. There are also several shopping centres, which are usually open every day until 22:00/24h00. Most Restaurants open for lunch from noon to 15:00 and for dinner from 19:00 to 21:00. Pharmacies work from 9:00 to 13:00 and from 15:00 to 19:00 on weekdays and from 9:00 to 13:00 on Saturdays. Outside these opening hours, there’s always one nearby pharmacy on service until 22:00.
Electricity The local current is 220 AC and the connection is made by a two-pin plug. Travellers from the USA will require a voltage converter. Travellers from the UK will require a plug adapter and this is best bought in the UK, as they can be difficult to find.
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VAT Value added tax (I.V.A. in Portuguese) is included in prices quoted in restaurants for ex. For non-EU residents, tax-free shopping schemes are available at many shops.
Tipping Tipping is always optional, but adding 10% to the bill is regular practise in taxis, restaurants and bars.
Accommodation Leading is the official Congress PCO, in charge of all aspects related to accommodation and social programme. Please let us know if you are planning to organise a special event during the congress. Leading Largo da Lagoa, 15 F 2795-116 Linda-a-Velha Lisboa - Portugal Hélia Correia: helia.correia@leading.pt Cláudia Pacifico: Cláudia.pacifico@leading.pt
Welcome Reception An informal welcome reception will be offered to welcome Congress delegates on the 12 October after opening of the registration. This cocktail will take place in the exhibition area from 19H00 to 21H00.
Parking Cars may park in the CCE’s underground garage. Parking is payable according to published cost/hour. The maximum cost per day is 6 €.
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TECHNICAL INFORMATION An Exhibitor Desk will be located in the exhibition area to assist you with all services requested via the Order Forms (see attached to this manual). Upon arrival exhibitors are kindly requested to contact the Exhibition Desk to collect the passes for their staff, to be used during the set up and dismantling process, and to receive further information. The opening hours of Secretariat and Exhibition Desk will be as follows:
Secretariat & Exhibition Desk Schedule 11 October 2011
Exhibition Desk
08H00 – 19H00
12 October 2011
Exhibition Desk
08H00 – 19H00
12 October 2011
Secretariat
14H00 – 19H00
13 October 2011
Secretariat
09H00 – 18H30
14 October 2011
Secretariat
08H30 – 18H30
15 October 2011
Secretariat
09H00 – 13H00
12 October 2011
Exhibition Official Opening
19H00 – 21H00
13 October 2011
Exhibition Open
09H00 – 18H00
14 October 2011
Exhibition Open
09H00 – 18H00
15 October 2011
Exhibition Open
09H00 – 13H00
Exhibition Opening Hours
*The Exhibition will take place on Ground Floor 1
Set up and dismantling Schedule 11 October 2011
Exhibition Set Up
08H00 - 20H00
12 October 2011
Exhibition Set Up
08H00 – 16H00
stand inspection
16H00 – 17H00
Stand cleaning
17H00 - 18H00
Exhibition Official Opening
19H00 – 20H00
Dismantling
13H00 – 20H00
15 October 2011
Please note that no dismantling or packing may begin prior to the official closing time of the Congress on 15 October, 2011 at 13H00.
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Unloading of exhibition materials •
The entry of any vehicles in the exhibition area is expressively forbidden.
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The CCE offers a specific quay of loading/removal, which allows access for vehicles with maximum height of 3m.
•
Once loading/removal is over, the vehicles should leave the quay immediately.
•
Access to the exhibition area is forcibly executed through 2 elevators (see attachment 1) located at the loading/removal quay or through the door for loading /removal located at the first floor, near the large Hall/Room A.
Technical Specifications The following technical specifications are of importance for the usage of your exhibition space, stand construction and the structure of the CCE: •
All Standard booths are 2,5 meters high. Custom made exhibition stands cannot exceed 3 meters. Any exceptions from this rule will be evaluated individually.
•
All custom made stand plans have to be submitted for the Congress Centre approval. Each stand contractor must provide full details of their stand design to the Exhibition Manager by 29 August 2011.
Usage of exhibit space •
At the exhibition area, a distance of 70 cm shall be left between the stands and the lateral walls, to allow access to fire doors and opening of the control panels, wherever they exist.
•
If a carpet is used, it should be fixed to the floor by means of a double-faced ecological strip (the CCE provides appropriate strip for sale). The use of impact or contact glues is totally forbidden.
•
In the exhibition areas it is not allowed to set-up any stands using construction or decoration materials composed of products such as cement, sand, plaster, parget, tile, brick or other similar materials. Nor is the use of equipments to cut, plum, rub and pistol-paint allowed.
•
The electric and/or necessary appliances should be silent or isolated in order not to disturb other exhibitors or other areas of CCE.
•
During the days of set up and dismantling and, in general, during the days of the event, it is forbidden to set-up any materials in the areas assigned to other exhibitors or in the public areas, which shall remain available for circulation of people and materials.
•
It is not allowed to fix any posters, stickers or similar materials on walls, ceiling, floor or columns at the CCE’ premises without the previous written consent of this entity.
•
At all times, the layout of the premises shall be respected, and no material belonging to premises shall be added or removed.
•
The exhibitor accepts as sufficient and suitable the existing identification and orientation signage items at the CCE, in particular in concerning the general floor plans, identification signage. It is not allowed change or add any items without previous consent from the CCE.
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Once the event in the assigned areas is over, the exhibitor shall return the assigned areas to the CCE in exactly the same conditions they were on the date of agreement.
•
If the assigned areas are not returned in the initial conditions, the CCE will carry out the necessary works charging all expenses associated with these to the user.
Exhibitor Contact Person Each Exhibitor must appoint one contact person, with authorization to sign service contracts necessary for the installation and removal of the stand and the provision of services, for which the Exhibitor will be responsible.
Floor loading The maximum authorized weight within the exhibition area is 700 kg/m2
Electricity Within the exhibition areas there are electrical sockets on the floor with 230 volt/16 Amp. Socket outlet fort a maximum of 63 Amp. is avaliable usage of this sockets must be requested in advance.
Water Connection points for water/dewatering are available within the exhibition areas. Usage must be requested in advance and the corresponding connection is under the responsibility of the user.
Floor Plan The Exhibition Manager and the Congress Centre reserve the right to amend the floor plan and/or relocate any stand should it be considered necessary.
Accounts Please note that exhibitors will not be allowed to access the exhibition area unless all payments are settled as per contract signed.
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SECURITY Security •
Exhibitors will assure that emergency exits will be kept available and free from obstacles and to respect the areas used for circulation and their corresponding users.
•
Access to CCE’s emergency means and equipment, as well as to those used by external emergency services, shall not – by any means– be obstructed.
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No flammable, toxic or dangerous materials may be introduced, in any case whatsoever, in the premises of CCE.
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The exhibitor allows control of implementation and adaption of security measures issued by the Cascais’ City Hall or the CCE’ Board of Directors, in events which such measures are implemented.
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The exhibitor shall respect and guarantee that subcontracted suppliers – assemblers, decorators, audiovisual providers, hostesses or others – involved in the set up/dismantling of the stand, full respect of national laws and regulations concerning security and hygiene at work. The exhibitor will be held responsible for any damages or losses that may arise from any situations in which he (or his subcontracted suppliers) is involved and that arise due to poor safe keeping, careless action or neglect, thus exempting the CCE from any responsibility in such cases.
•
The CCE only assures the building’ general security services. It is compulsory for exhibitors to communicate in advance to the Exhibition manager any event planned to take place within the assigned areas that may risk the general security, hygiene or convenience, thus requiring any extra monitoring or security measures to be organized by the CCE’ services.
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The costs and charges associated to these extra security measures required for any event referred to in previous paragraph, will be charged to the exhibitors according to the published fees.
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Exhibitor and Sponsor Manual 12th World Sterilization Congress | 7th National Symposium of Sterilization 12-15 October 2011, Estoril Congress Center, Portugal
EXHIBITION SERVICES Introduction Below you will find some important details on the exhibition services offered to ensure an orderly and efficient operation of the overall exhibition. The corresponding order forms are provided separately.
Placing Orders All order forms should reach Leading before the deadline mentioned on the appropriate form. Orders received later or on site may cause considerable delay in set up procedures. Furthermore, prices mentioned in this exhibition manual and on the forms cannot be guaranteed and surcharges may be applicable.
Payment Services orders will not be processed without the corresponding payment. By signing the payment form, the exhibitor guarantees the payment of all costs related to the services ordered.
Standard Booth (9m2) The basic standard booth package is available at a price of 450 € plus VAT per 9 square meter. (See picture 1) Exhibitors who choose a standard size booth will be provided with the following: • • • • • •
Standard wall divisions (1m wide x 2,5 m high) of white plastic coated panels with aluminium frame. General Lightning Booth identification signage Standard carpet of 3mx3m – grey or blue according with booth location Electrical consumption and daily cleaning One table with two chairs - Set of round table and 2 chairs - CJ201 – See page 15
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Picture 1 – Standard Booth Stand Furniture and Decoration – Order Form II Please see page 15 to see the Furniture list available. If you wish to order furniture items not included in the list please contact Leading.
Exhibitor Badges •
All staff/company representatives are required to wear exhibitor’s badges to be granted access to the exhibition area.
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Each exhibitor receive 01(one) exhibitor badge free of charge per 9sqm
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Additional badges, besides the ones included in the exhibition space, can be provided at tge cost of 200 € per badge. In order to purchase additional badges, please fill out the online registration form available on the congress website. Extra exhibitor badges purchased in advance must be paid until 7 October. After 7 October exhibitor badges can only be purchased on site at the cost of 500 € each.
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Only the name of the company exhibiting, the representative and the country will appear on the badge.
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Exhibitor’s badges do not allow entrance to the scientific sessions.
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Catering – Order Form III Exhibitors are not authorized to offer any type of catering at the stands, except if such an agreement was made in advance with the Exhibition manager/CCE. Exhibitors who would like to order catering, are welcome to complete the Catering Order Form and return to the Exhibition Manager at Leading.
Stand Cleaning - order form IV Cleaning is not included in the cost of exhibition space for exhibitors with their own stand. To order cleaning, please fill out the enclosed Cleaning Order Form. Please note that the standard size booth includes daily cleaning. Please place your garbage bins in the rear aisles each evening.
Technical Services and Equipment– Order form IV The CCE offers rental service of equipment for example electric stackers and pallet loaders. The Raising platform (16m) must be requested al least 5 days before the event .Rental of equipment will be charged according to the published rental fees.
Telecommunication – Order form IV If you wish to order a fax, telephone and internet line please use order form IV.
Audiovisual Equipment – Order form IV Audiovisual equipment such as plasma screens and computers etc can only be ordered through Leading. Please see order form IV.
Parking – Order form V Exterior parking space is available (paid). The CCE underground parking has a capacity for 190 vehicles. Parking space can be booked using order form V.
Hostesses - Order Form V We have experience and professional, friendly and multilingual staff available to assist at your stand or at any special events you plan to organise.
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FURNITURE ORDER LIST High Bar Table “Disco” - Ref. Low Round Table “Tulipa” – Low Square Table “Estoril” – M305 – M101 M301
H:110 – Ø60
H:70 – Ø60
H:40 – 100 x100
Round table - M201
Chair – CD202
Set of round table and 2 chairs - CJ201
H: 71 - Ø60
H: 71 - Ø60 Bar Stool “Disco” – Ref. BC305.1
Set of low round table and three stools – Ref. CJ007
Ø60
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Swivel Lounge Chair “Pop” Lounge Chair – Ref. SF304 – Ref. CD310.6
Sofa 2 seats - Ref. SF305
H: 70 – Ø90 Set of three armless chairs + low High Vitrine “Cascais” – Ref. Low Glass Vitrine “Nazaré” – round table – Ref.CJ002.1 VT002.6 Ref. VT006.1
H:180 - 60x60
Modular glass Vitrine – Ref. Waste basket – Ref. AC003.6 VT011
H:140 - 120x40
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H:90 - 130x50
Tombola – Ref. AC007
Exhibitor and Sponsor Manual 12th World Sterilization Congress | 7th National Symposium of Sterilization 12-15 October 2011, Estoril Congress Center, Portugal
Leaflet display – Ref. AC037
Counter/desk– Ref. MV008.9
Coat hangers – Ref. AC008
Floor lamp - Ref. AC021
Exhibition display shelves – Ref. Poster board – AC015 AC033
H:109 - 125x45
FL017- Single Plant
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FL010- Single Plant
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FL019– Single Plant
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FL004-Rectangularplant pot with back drop – 250 cm
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ATTACHMENT 1
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